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HomeMy WebLinkAbout08-16-16Minutes of the Town Council Work Session held August 16, 2016, at 5:00 p.m. in the Council Chambers of the Municipal Building. Present were: Robert N. Glenn, Mayor Council: James A. Radcliffe, Gregory C. East, David L. Clark, Joseph K. Goodman, H. M. Kidd, Lane R. Penn Staff: Shawn Utt, Town Manager Spencer Rygas, Town Attorney Dave Quesenberry, Assistant to the Town Manager Patricia Cruise, Clerk of Council John White, Economic Development Director Rebecca Reece, Acting Finance Director Suellen Palmer, Human Resource Robbie Kiser, Fire Chief Bill Pedigo, Town Engineer Anthony Meredith, Others: Charlie Barbatini Sandra Hillyer Clark Payne Mike Williams, Press Melinda Williams, Press Mayor Glenn called the meeting to order at 5:00 p.m. Following roll call, Councilman Clark moved to adopt the Consent Agenda consisting of the Council minutes of the July 19, 2016 meeting. Councilman Penn seconded the motion and carried on voice vote. The next item on the agenda was Presentations. Steve Darnell from Anthem Blue Cross Blue Shield addressed Council regarding the pros and cons of early retiree health insurance options. He explained the requirements for insuring early retirees. Mayor Glenn asked if Council implemented the early retiree health insurance, could they subsequently end it at some time in the future if needed? Mr. Darnell responded that Council could end it when they chose. He added that he had not had anyone stop it once they began offering the plan. Following discussion, Mr. Darnell advised that if the Town wanted to implement this by July 1, 2017, employees would need to sign up by the first week in April, 2017. Mayor Glenn thanked Mr. Darnell for his presentation. Mayor Glenn moved on to Public Operations. Mr. Utt advised that this item was for Council to provide feedback from the July 19, 2016 Council Work Session that was facilitated by Bob Stripling. Councilman Goodman commented that it was better than the VML session that was held the following week. He added there was far more information provided than at the VML session. He opined that it should be repeated in the future. August 16, 2016/Page 1 of 7 Mayor Glenn opined that it was a complicated topic and that it was very helpful. He agreed that it was better than the VML session. The consensus was that it would be worthwhile to repeat it every two to three years. The next item on the agenda was proposed revisions to the FOIA policy. Mr. Utt reminded Council that they had passed a new FOIA policy in July appointing Mrs. Cruise as the Town's FOIA clerk. He continued that after the new policy had been passed, a need for some minor adjustments was discovered. He noted that the Police Department considers almost all requests for information as an official FOIA request. He added that currently, the policy states that all requests shall go through the Town's FOIA clerk. He continued that if a citizen approached the Police Department staff asking for information, the citizen would have to go upstairs to the Town Manager's office, complete the form, and then go back down to the Police Department to turn in the form. He opined that it made more sense to amend the new policy. Councilman Goodman expressed concern for the idea advising that the General Assembly intended for each municipality to have one contact for FOIA purposes. He didn't mind if the Police Department took the leadership role and then notified the FOIA coordinator of the request. Mr. Utt responded that an email had been received from the Library of Virginia advising that they did not mind the Town having two separate FOIA officers, as long as the requests were coordinated. He felt wording could be created to meet the requirements. Discussion ensued regarding the option of an electronic form and payment system. Mr. Utt advised that he could check into that option. Councilman Goodman continued that with the addendum, he still wanted to see one FOIA officer named for the Municipality that was the ultimate authority. Mr. Utt responded that he would come up with something. The next item on the agenda was Town -wide bikeway plan. Mr. Utt advised that the current regional bikeway plan had been placed at Council's dais to aid with the discussion. He continued that he and Councilman East had been discussing ways to become more bicycle friendly. Councilman East interjected that this idea had been discussed as early as 2011. He added that he had met with the Chamber of Commerce and local businesses and Pulaski Bikes. He continued that he went on a bike ride with Mike McMillion of Pulaski Bikes and saw some of the concerns and needs in the area including signage. He added that if you rode a bike to the New River Trail extension from the Train Station, there was no way to come back to the east end of Town. He wondered if something could be included in the improvements to Route 99 to correct that problem. He advised that bike tires can fall into the grates in the roads. He spoke of the need for bike racks as an example of relatively inexpensive improvements. Councilman Clark advised that one suggestion made when discussions ensued very early on, was to put a bike lane up to the bridge on either side, and then install a sign asking riders to get off their bike and walk across the bridge. Councilman East suggested that perhaps the guardrails could be moved a little closer to the road, and then a bike lane could be placed behind the guardrail. August 16, 2016/Page 2 of 7 Mr. Utt interjected that one of the things that VDOT had suggested was a road diet. As an example, he advised that going from the intersection of Bob White Boulevard west, toward downtown, there are two travel lanes in each direction and a median down the middle. A road diet would take the median out of the center, and have one travel lane in each direction with a turn lane in the middle and a bike lane on each side. He . advised that Ms. Hair had asked him to request a Citizen's Committee be formed to work on this idea. More discussion ensued with no action taken. Mayor Glenn moved on to noise ordinance discussions. Mr. Utt advised that last year Council was addressed by Charlie Barbattini regarding the Noise Ordinance. He continued that Mr. Barbattini had been using the County's parking lot at the corner of Third and Washington for the Taking It To The Streets program and there were some Noise Ordinance concerns. At that time, following discussion, Council chose to continue with the Noise Ordinance as it was written. He continued that recently, Mr. Barbattini, the Mayor and Mr. Quesenberry met to discuss the issue again. Mr. Barbattini questioned which Ordinance applied to him as he was on the County lot but within Town limits. He added that included in the Council packet was a comparison of the County Noise Ordinance and the Town Noise Ordinance. He noted this case was interesting because the lot was on County property, but in Town limits. He advised that at the end of the County Ordinance, there was wording advising that their Ordinance applied in all parts of Pulaski County not within the jurisdiction of incorporated communities. Councilmen Radcliffe urged caution in changing the Town Ordinance. He suggested that the application include wording that if the noise level exceeds the comfort level of the surrounding area, that the officer had the right to ask the group to lower the sound level. He continued that just because the group had a permit, did not mean that the noise level could exceed the comfort level of the surrounding area. Councilman Goodman liked the Town's version of the Noise Ordinance. Councilman Radcliffe advised that it was very difficult to implement the County's version of the Ordinance. Councilman East preferred the County version, but he did not want to interfere with the police department enforcement. Following discussion, Mr. Utt advised that he would reach out to the government network to see if there was another way to handle the problem. The next item on the agenda was 2016 VML Conference attendees. Mr. Utt advised that the upcoming VML Conference scheduled for October 9 —11, had received a great deal of interest from Town Council members with four Councilman and the Mayor signing up to date. He continued that he had been asked to update Council on the current budget levels related to travel and conferences for discussion on the size of the delegation to send to the Conference. He added that the current budget had $4,000 allocated for travel and meetings in the Town Council line item, and $1,000 in the Mayor's travel and budget line item. He noted that in the most recent past, only one Council member and one staff member attended the conference. He advised that there was enough money in the budget to cover the attendees. He asked for Council input. Councilman Radcliffe advised that they could cover their own gas if the Conference could be taken from the budget. Discussion ensued with Council being asked to list priorities that the Town wants to be discussed during the General Assembly and bring them to the September meeting. Additionally, Mr. Utt advised that he would let the press know who attended the Conference for FOIA purposes when the time came. August 16, 2016/Page 3 of 7 Mayor Glenn moved on to Finance. He advised that the first item was building/zoning permit fee schedule. Mr. Utt advised that as part of the original FY17 budget discussions, discussion ensued regarding revamping the current building permit and zoning permit fee schedules with staff agreeing to provide more information to Council. However, he added, during further budget discussions, this was omitted. He noted that an excerpt from the current Schedule of Rates/Fees was approved as part of the FY17 budget as well as a proposed draft of permit fees that staff wished Council to consider. He advised that the proposed building permit fee schedule was simplified for both the staff and citizens. He continued that as for the zoning fees, the current practice is to charge the applicant whatever the advertising costs are in addition to the fee. He noted that if the applicant pulls the application after the Planning Commission hearing, it can be difficult if not impossible to collect that charge. He added the proposed fee takes that step out of the picture while at the same time remaining comparable to the charges of the County's Zoning Department as well as others in the region. He asked for input from Council. Following discussion, Councilman Goodman moved to schedule a Public Hearing for September 5, 2016 for Building/Zoning permit fee schedule. Councilman Clark seconded the motion and carried on the following recorded vote: James A. Radcliffe -Aye Joseph K. Goodman -Aye Gregory C. East - Aye H. M. Kidd - Aye David L. Clark - Aye Lane R. Penn - Aye The next item for discussion was USDA Rural Business Development Grant. Mr. White reminded Council that earlier in the year, they voted to authorize staff to apply for a $75,000 grant to be matched by $75,000 from the Town's UDAG fund to create a revolving loan fund for a proposed Downtown Roof Replacement. He advised of the receipt of the enclosed notice of award from USDA Rural Development for the proposed project. He asked for Council's approval of the grant. Councilman Clark moved to execute the necessary documents to formally accept the grant award of $75,000, and to appropriate the grant funds along with the Town matching funds for a total of $150,000 for the new Downtown Roof Replacement Revolving Loan Fund. Councilman East seconded the motion and carried on the following recorded vote: James A. Radcliffe - Aye Gregory C. East - Aye David L. Clark - Aye Joseph K. Goodman -Aye H. M. Kidd - Aye Lane R. Penn - Aye Mayor Glenn moved on to Legislative issues and a report on vacant building registration and conservation and redevelopment designations. Mr. Utt advised that as a result of some citizen comments earlier in the month, staff pulled together some items that were included in the packet. The first item was a memo from Mr. Quesenberry outlining the Redevelopment and Conservation Districts. Secondly, Ordinance 2007-23 that created the Rental Inspection program. A draft of the Pulaski Redevelopment and Conservation Plan that was never fully adopted or implemented and maps showing the boundaries of the Pulaski Rental Inspection District and the Redevelopment and Conservation District. He continued that as the Town was working on the downtown CDBG project in the mid -2000's, the CDBG requirements included designating a Redevelopment District associated with that grant. He added that was considered the boundaries of the CDBG grant for the Downtown Project area. He continued that subsequent to that, additional items were worked through, related to the Redevelopment and Conservation District as a whole that was allowed in state code, which included the Rental Inspection District and the Vacant Building Registration. He noted that Council did adopt the Rental Inspection District and staff had been doing inspections since 2007. He added Council discussed the Vacant Building Registry several times, but stopped short of adopting it. He continued that if Council wished to move August 16, 2016/Page 4 of 7 forward on the Vacant Building Registration, several steps would have to be taken. He added that staff would need to research whether the Town can make the designation for Conservation and Redevelopment districts regarding the Vacant Building Registrations by ourselves. If we are not able to, then we would need to partner with the County. Mr. Utt expressed doubt regarding what benefit the Vacant Building registration would have for the Town since we have an up to date list of owners already. Following extensive discussion, Mayor Glenn inquired what the next step would be. Mr. Utt advised that staff would do further research for the Sept meeting and for possible recommendation to the Planning Commission and the Housing Authority. Mayor Glenn moved on to Public Safety Facility Feasibility and Design Services. Mr. Utt advised of a recommendation from the Public Safety Facility work group for design services for the Police/Fire/EMS Public Safety building. He continued that the group recommended Hughes and Associates. He added that the initial feasibility and design items were proposed to cost $68,300. He noted the cost of the study would need to be appropriated from current reserves and could be done with our annual budget rollover process at the September 6, 2016 Council meeting. Following discussion, Councilman Goodman moved to approve the proposal and authorize the Town Manager to execute the contract with Hughes and Associates for $68,300. Councilman East seconded the motion and carried on the following recorded vote: James A. Radcliffe - Aye Gregory C. East - Aye David L. Clark - Aye Joseph K. Goodman -Aye H. M. Kidd - Aye Lane R. Penn - Aye The next item for consideration was Pulaski County Emergency Communications Board Appointments Mr. Utt advised that the Pulaski County Emergency Communications Board needed the Town to appoint two elected officials to replace Ms. Steel and former Mayor Worrell. Councilman Radcliffe moved to appoint Lane R. Penn to the Pulaski County Emergency Communications Board and Mayor Nick Glenn as his alternate. Councilman East seconded the motion and carried on the following recorded vote: James A. Radcliffe - Aye Gregory C. East - Aye David L. Clark - Aye Joseph K. Goodman - Aye H. M. Kidd - Aye Lane R. Penn - Aye Mayor Worrell moved on to Human Resources and proposed sick leave incentives for Town retirees. Mr. Utt advised that in 2015, Council approved an amendment to the Town's Personnel policy to provide for an incentive payout for accrued sick leave balances for employees with the Town longer than five years. He continued that since that time, staff had been working on a proposal to provide an added incentive for those who retire from the Town through VRS and as an added incentive to minimize the use of sick leave and reward those who have shown the most commitment by staying with the Town until retirement age. He reviewed the proposal and advised that the incentive would be for up to $10,000. He stressed that the intent of the proposal was to thank long term employees for their years of service, not to try to get rid of them. Following extensive discussion, Mr. Utt advised that he would provide more information to Council at the September Work Session meeting. Mayor Glenn moved on to Round Table discussion. August 16, 2016/Page 5 of 7 7— Councilman Radcliffe inquired into the status of a light at the Iron Bridge. Mr. Pedigo responded that Appalachian Power was aware, but he would check with them for the status. Councilman Radcliffe suggested that the Town make use of the inmate work force within the Town limits. He noted that a police officer did not have to be on hand to guard the inmates. He continued that a supervisor could normally watch them. He asked the Town Manager to make a list of jobs the inmates could assist with such as the trails and the creeks. Councilman East inquired into the status of the lighting for Jackson Park. Mr. Pedigo advised that staff was waiting for Appalachian Power to start the job. Councilman East inquired into the mowing of the Route 11 creek banks. He was curious whether the inmates might be able to work on this job. He also asked whether the Manager might get a quote on riprap to use in those areas. Mr. Utt advised that he would speak with some contractors. Councilman Clark commented that it was nice to go out on a Friday or Saturday and have multiple things to go do in the Town. Councilman Goodman advised that he was seeing weeds and grass pop up where the grass meets curbing or streets etc. He inquired into the process in getting that under control. Mr. Pedigo advised that the Town had a contractor currently spraying. He added they got behind with all of the rain recently, but were trying to catch up. Mr. Utt interjected that last year the spraying began in June, but with the rains this year, that had not been possible. Councilman Goodman inquired whether staff could address the grass clippings that were left behind in the street. Mr. Utt advised that he had just discussed the issue that morning. He advised that the street sweeper could follow up the mowing and get the streets cleaned. Councilman Kidd commented that the paving in his area of Town looked nice. He asked for a status report on the bathroom installation at Heritage Park? Mr. Utt advised that the bathroom project funds were removed from the CIP several years ago and the funds used for the bathrooms at Gatewood. He added that would have to be added back into the CIP. Councilman East inquired whether a modular unit such as the one at Radford City Park would be useful at Heritage Park. Mr. Utt advised that was a possibility. He added that they were more expensive, but lasted a long time. Councilman Penn that the storm drain at the corner of Jefferson and Main doesn't drain. He added it was above street level. He asked whether it could be lowered. Mr. Utt advised that staff would take a look at it. August 16, 2016/Page 6 of 7 Councilman Penn inquired whether Council would consider suspending the requirement for wearing a shirt and tie to the Council legislative sessions when the temperature was above 75 or for the summer months from May to October. Mayor Glenn advised that he would take that under advisement and see what could be done. At 6:50 p.m., Councilman Penn moved to enter Closed Session under Virginia Code 2.2-3711 (A-3) — 2 items, discussion for consideration of the disposition or acquisition of publicly held property regarding parking and building lease agreements for Pulaski Fire Department and Washing Avenue property; (A-7), 2 items, consultation with legal counsels and briefing by staff for discussion of specific legal matters and matters subject to probable litigation regarding UDAG and RBEG loans; and Ridge Avenue property. Councilman Clark seconded the motion and carried on the following recorded vote: James A. Radcliffe -Aye Gregory C. East - Aye David L. Clark - Aye Joseph K. Goodman -Aye H. M. Kidd - Aye Lane R. Penn - Aye At 8:12 p.m., Council returned from Closed Session and adopted the Certification Resolution on motion by Councilman Kidd, seconded by Councilman Clark and carried on the following recorded vote: James A. Radcliffe - Aye Gregory C. East - Aye David L. Clark - Aye Joseph K. Goodman - Aye H. M. Kidd - Aye Lane R. Penn - Aye Councilman Goodman moved to authorize the Town Manager and Town Attorney to negotiate an agreement between the Town of Pulaski and Jackson Park Inn, LLC/68 First Street, LLC, regarding the shared use of fire department properties related to parking for Jackson Park Inn, LLC and the Fire Department's use of 68 First Street, NW, provided that long term assurances are included in said agreement. Councilman Clark seconded the motion and carried unanimously on the following recorded vote: James A. Radcliffe - Aye Gregory C. East - Aye David L. Clark - Aye Joseph K. Goodman - Aye H. M. Kidd - Aye Lane R. Penn - Aye Councilman East moved to amend Town Council's authorization from June 7t1 related to the 40 year site easement for the Ridge Avenue property to Unison Site Management to include further authorization to allow the Town Manager to execute 2 sets of relevant -documents, one set for each of the 2 cellular towers located on the property, based upon independent term sheets for each site as well as authorization to close one transaction irrespective of the other. Councilman Radcliffe seconded the motion and carried unanimously on the following recorded vote: James A. Radcliffe -Aye Gregory C. East - Aye David L. Clark - Aye Joseph K. Goodman -Aye H. M. Kidd - Aye Lane R. Penn - Aye At 8:16 p.m., there being no further business, the meeting adjourned on motion by Councilman Kidd, seconded by Councilman Radcliffe and carried on voice vote. 7A ed: Robe N. Glenn, May August 16, 2016/Page 7 of 7 ij,�,g , 0 d 1014, W